Wilson Fire Equipment & Service Co., Inc. · 7 hours ago
Installation Department Administration Manager
Houston, TX
Full-time
Onsite
Mid, Senior LevelWilson Fire Equipment & Service Co., Inc. is seeking an Installation Department Administration Manager responsible for overseeing all administrative functions supporting the Installation Department. This role involves ensuring accurate reporting, regulatory compliance, efficient billing processes, and effective administrative team performance while serving as a key liaison between various departments for seamless project execution.
ConstructionSecurityWholesale
Responsibilities
Prepare, update, and maintain detailed Installation Manager reports, ensuring accuracy, consistency, and timeliness
Compile data related to installation progress, labor hours, project status, backlog, and performance metrics
Analyze trends and flag discrepancies or risks for leadership review
Distribute reports to executive leadership and department managers according to established schedules
Continuously improve reporting formats and processes to enhance clarity and decision-making
Manage all ROCIP/OCIP enrollment documentation for installation projects
Validate subcontractor and employee eligibility and ensure all required forms, certifications, and payroll data are submitted on time
Coordinate with insurance providers, project owners, and internal safety teams to maintain compliance
Track enrollment deadlines and resolve enrollment issues proactively
Maintain organized electronic and physical records for audit readiness
Oversee and process invoicing for sign installation projects, ensuring alignment with contract terms and project milestones
Coordinate with Installation Managers and Project Managers to verify job completion status and billable items
Review invoices for accuracy, proper coding, and documentation before submission to accounting or clients
Track outstanding invoices and assist with resolving billing discrepancies or delays
Track and manage all installation-related licenses, certifications, registrations, and renewals at the local, state, and federal levels
Maintain a centralized license database with expiration dates and renewal requirements
Proactively notify leadership and staff of upcoming renewals to avoid lapses in compliance
Coordinate submission of renewal applications and supporting documentation
Supervise and support administrative staff assigned to the Installation Department
Review and approve employee timesheets for accuracy, proper job coding, and compliance with policy
Conduct regular performance reviews and provide coaching, training, and feedback
Assist with workload balancing, task prioritization, and process improvements
Participate in hiring, onboarding, and disciplinary processes as needed
Serve as the primary administrative liaison between the Installation Department, Construction Manager, and Engineering Manager
Coordinate and resolve project-related administrative issues, documentation gaps, scheduling conflicts, or resource needs
Support change order documentation and ensure revisions are communicated to all stakeholders
Participate in project meetings as required to provide administrative insight and follow-up
Monitor the Installation Department vehicle and equipment fleet, including usage, maintenance schedules, and condition tracking
Coordinate replacement orders, upfitting, and asset disposal in collaboration with leadership and vendors
Ensure compliance with company policies regarding fleet usage, inspections, and documentation
Maintain fleet records and assist with cost tracking and budgeting
Oversee daily administrative workflows and ensure adherence to established procedures
Identify opportunities to streamline processes, reduce errors, and improve efficiency
Develop, document, and update standard operating procedures (SOPs)
Ensure accurate data entry and document control across all installation-related systems
Serve as backup support for administrative team functions during absences or peak workloads
Provide hands-on assistance with reporting, invoicing, scheduling, documentation, and data entry as needed
Ensure continuity of operations and deadlines regardless of staffing fluctuations
Qualification
Required
Overseeing all administrative functions supporting the Installation Department
Ensuring accurate reporting, regulatory compliance, efficient billing processes, fleet coordination, and effective administrative team performance
Preparing, updating, and maintaining detailed Installation Manager reports, ensuring accuracy, consistency, and timeliness
Compiling data related to installation progress, labor hours, project status, backlog, and performance metrics
Analyzing trends and flagging discrepancies or risks for leadership review
Distributing reports to executive leadership and department managers according to established schedules
Continuously improving reporting formats and processes to enhance clarity and decision-making
Managing all ROCIP/OCIP enrollment documentation for installation projects
Validating subcontractor and employee eligibility and ensuring all required forms, certifications, and payroll data are submitted on time
Coordinating with insurance providers, project owners, and internal safety teams to maintain compliance
Tracking enrollment deadlines and resolving enrollment issues proactively
Maintaining organized electronic and physical records for audit readiness
Overseeing and processing invoicing for sign installation projects, ensuring alignment with contract terms and project milestones
Coordinating with Installation Managers and Project Managers to verify job completion status and billable items
Reviewing invoices for accuracy, proper coding, and documentation before submission to accounting or clients
Tracking outstanding invoices and assisting with resolving billing discrepancies or delays
Tracking and managing all installation-related licenses, certifications, registrations, and renewals at the local, state, and federal levels
Maintaining a centralized license database with expiration dates and renewal requirements
Proactively notifying leadership and staff of upcoming renewals to avoid lapses in compliance
Coordinating submission of renewal applications and supporting documentation
Supervising and supporting administrative staff assigned to the Installation Department
Reviewing and approving employee timesheets for accuracy, proper job coding, and compliance with policy
Conducting regular performance reviews and providing coaching, training, and feedback
Assisting with workload balancing, task prioritization, and process improvements
Participating in hiring, onboarding, and disciplinary processes as needed
Serving as the primary administrative liaison between the Installation Department, Construction Manager, and Engineering Manager
Coordinating and resolving project-related administrative issues, documentation gaps, scheduling conflicts, or resource needs
Supporting change order documentation and ensuring revisions are communicated to all stakeholders
Participating in project meetings as required to provide administrative insight and follow-up
Monitoring the Installation Department vehicle and equipment fleet, including usage, maintenance schedules, and condition tracking
Coordinating replacement orders, upfitting, and asset disposal in collaboration with leadership and vendors
Ensuring compliance with company policies regarding fleet usage, inspections, and documentation
Maintaining fleet records and assisting with cost tracking and budgeting
Overseeing daily administrative workflows and ensuring adherence to established procedures
Identifying opportunities to streamline processes, reduce errors, and improve efficiency
Developing, documenting, and updating standard operating procedures (SOPs)
Ensuring accurate data entry and document control across all installation-related systems
Serving as backup support for administrative team functions during absences or peak workloads
Providing hands-on assistance with reporting, invoicing, scheduling, documentation, and data entry as needed
Ensuring continuity of operations and deadlines regardless of staffing fluctuations
Company
Wilson Fire Equipment & Service Co., Inc.
Wilson Fire Equipment
Founded in 1916
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase